Retention Schedules
Digital Preservation Information
File Management and Digital Preservation
Digital collection record assets are created on the Digitization Studio Macintosh. Image files are created in TIFF format using a Phase One IQ3 digital back camera and processed using Capture One software. Phase One Session data is saved to Users/Shared on the Mac.
When you’re ready to process new images (export the export your raw image files from Capture One to TIFF files), follow the instructions provided in the Digitization Manual and the following steps 2D and 3D Digitization Manuals for file exports and folder naming conventions.
Navigate to M:\[Collecting Area]
Create new folder in the directory. This is the location where you will export your images.
Title the folder using the following convention:
Bib no./accession no. First Words of Title
b1033483 Essay on Combustion
Export files to the folder you just created (See SHI Imaging Staff Training Manual). File names should retain bib/accession number as the filename prefix with a three-digit sequence number as the filename suffix.
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For 2D Digitization, it’s important to export your files to your machine’s local desktop before saving on the network drive (the M drive). This is because of a bug in the C1 system. You are less likely to have any corrupt file exports if you export locally. This only applies to the 2D digitization studio Mac. |
Export Files to local Desktop. File naming: Bib no./accession no._###
b1033483_001
- When exporting a large book with many associated image files, it may be beneficial to limit the export to 100-150 images per folder to ease the ingest into the digital collections.
Save a copy of the files to the External Hard Drive
Save a copy of the files to the M: Drive
Immediately delete local files to save space on Mac. (Don’t forget to clear trash)
When all files are processed and located in M:, follow the instructions for ingesting filesOnce move a copy of the files has been placed in ‘Ready 'Ready to Ingest,’ move ' folder
Move the original folder files to the “_INGESTED” folder, located within each collection’s directory.
See retention schedule below for regular intervals of clearing the _INGESTED folders.M drive and external hard drive.
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Upon ingesting images to the digital collections, a preservation copy of the file is automatically added to AWS Glacier remote cloud storage. |
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Retention Schedules
Files stored on the digitization studio Mac and shared M: drive should be deleted regularly to assure ample space is available for continuous digitization.
Files should be deleted from the M: drive first, and files from the Mac should be deleted second. Retention criteria encompass any files Any files that are integral or supplemental to an unpublished or unfinished digital record should be retained.
Shared M: Drive
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Before deleting, check that all files have |
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been ingested into the Digital Collections! |
Recurrence: Monthly (End of the month)Bi-Annually
Action: Delete all TIFF files from the “_INGESTED INGESTED” folders in each collections directory on M: drive.
Review Retention Schedule: Annually – .
- Next review date:
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- January 2025
Digitization Studio Macintosh
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External Hard Drive
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Before deleting, check that files have |
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been ingested into the Digital Collections! |
Recurrence: Monthly (End of the month When hard drive reaches capacity. (7TB)
Action: Remove all file export data and Capture One Session data from This Mac > Users > Shareda reasonable length of time in the past. (2 years?)
Review Retention Schedule: Annually – .
- Next review date:
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- January 2025